Adoption and Foster Care Analysis and Reporting System
(AFCARS)

State Guide to an
AFCARS Assessment Review

December 2003

Prepared by:

Children's Bureau, Administration on Children, Youth and Families
Administration for Children and Families
U.S. Department of Health and Human Services
Washington, D.C.

Preface

The Administration for Children and Families (ACF) is committed to supporting the collection of quality data that can be used to address policy development and program management issues at both the State and Federal levels. The use of the Adoption and Foster Care Analysis and Reporting System (AFCARS) data is of significant importance to the programs under the administration of the Children's Bureau.

The AFCARS Assessment Review (AAR) was developed to support ACF's commitment to quality data by assessing the accuracy of States' data collection in a way that also provides intensive technical assistance to staff that collect and utilize the data.

ACF developed the State Guide to an AFCARS Assessment Review to provide guidance to State child welfare program and system staff on the AFCARS assessment review process.

ACF welcomes comments and suggestions from those using this guide. Comments may be sent to:

Department of Health and Human Services
Administration for Children and Families
Administration on Children, Youth and Families
Children's Bureau
Director, Division of Program Implementation
330 C Street, S.W.
Washington, D.C. 20201

Table of Contents

Preface

Chapter I: Introduction

A. Overview
B. Audience
C. Background
1. AFCARS
2. SACWIS
D. Information System Reviews
E. Authority
F. Structure of the Guide

Chapter II: Overview of AFCARS Assessment Reviews

A. Overview
B. Structure
B. Selection Process
1. Eligibility Criteria
2. Selection Factors
3. State Request for a Review
C. Requirements Subject to Review
D. Rating Factors

Chapter III: The Review Teams

A. Introduction
B. Composition of the Review Teams
C. Roles and Responsibilities of Team Members
1. State Team
2. Federal Team

Chapter IV: Procedures for the Pre-Site Visit Phase

A. Introduction
B. Overview of the Pre-Site Visit Activities
C. Documentation Exchange
D. Test Case Scenario Entry
E. Case File Review Preparation
F. Finalize the On-Site Agenda

Chapter V: Procedures for the On-Site Review Phase

A. Introduction
B. The Review Process
1. Entrance Conference and Brief System Demonstration
2. Mapping Process
3. Technical Analysis
4. Case File Review
C. Document Review Findings
1. Assigning Rating Factors
2. Findings Document
D. Exit Conference

Chapter VI: Procedures for the Post-Site Visit Phase

A. Introduction
B. Finalize Findings and Issue the Final Report
1. Findings
2. The Final Report
3. Dissemination of the Final Report
C. AFCARS Improvement Plan
D. Progress Reports
E. Technical Assistance

List of Exhibits

Exhibit 1: AFCARS Assessment Review Structure
Exhibit 2: AFCARS Assessment Review Methodology
Exhibit 3: Rating Factors
Exhibit 4: Review Team Roles and Responsibilities
Exhibit 5: State Documentation List

Table of Contents: Appendices

Appendix A: Federal AFCARS Resources
Appendix B: Program and Information System Questions
Appendix C: AFCARS General Requirements
Appendix D: AFCARS Data Elements
Appendix E: State Activities Checklist
Appendix F: Samples of Technical Documents
Appendix G: Documentation Checklist
Appendix H: Instructions for Entering Test Case Scenarios
Appendix I: Sample Agendas/Schedules
Appendix J: Sample Case File Review Form
Appendix K: Sample Findings Documents
Appendix L: Sample AFCARS Improvement Plan

¹ AFCARS report periods are based on the Federal fiscal year. Report periods are October 1 - March 31 (data are due by May 15) and April 1 - September 30 (data are due by November 14). Back
² The Personal Responsibility and Work Opportunity Reconciliation Act of 1996 (Public Law 104-193) extended enhanced funding through FY 1997. Back

Attachments:

ACYF-CB-IM-02-05

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